Executive Assistant

Irvine Ranch Water District is currently accepting applications for an Executive Assistant in the Engineering Department.

The District
Irvine Ranch Water District (IRWD) is a progressive, values-driven agency, with an international reputation for its leading-edge financial management practices, water recycling program, water use efficiency practices, water banking, urban runoff treatment, and energy generation and storage. Established in 1961 as a California Water District under the provisions of the California Water Code, IRWD is an independent special district serving central Orange County. IRWD provides high-quality drinking water, reliable sewage collection and treatment, ground-breaking recycled water programs, and environmentally sound urban runoff treatment to its customers. As an independent, not-for-profit public agency, IRWD is governed by a publicly elected five-member Board of Directors. The Board is responsible for the District's policies and decision-making. Day-to-day operations are supervised by the General Manager. Additional information can be found at the District's website: www.IRWD.com.

IRWD Values
Irvine Ranch Water District believes that its values drive the character, culture, and capacity of our organization. IRWD was built on values, and we weave them into the fabric of everything we do. Values are the ingredients in our recipe for both institutional and individual success. They are a code of conduct to promote positive outcomes for others and ourselves. They are more than words on a wall or a website. We live by them every day. We pledge to keep them relevant in an ever-changing world.

Under general direction, key responsibilities include preparing correspondence, reports, and Board agenda materials; coordinating meetings and calendars; supporting capital projects and bid process; maintaining engineering records and document management systems; assisting with budget tracking; and managing the Engineering Department’s student intern program. The Executive Assistant also serves as a key point of contact for internal staff, consultants, contractors, and the public.

DISTINGUISHING CHARACTERISTICS

An Executive Assistant is the advanced journey-level class in the clerical and administrative support class series. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform assigned duties. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. 

Coordinates and performs all Department procedural and administrative duties.
 
Provides professional administrative and complex secretarial assistance and support to the Executive Director and other management staff in the Department.

Types and/or drafts memoranda, correspondence, board agenda materials, including board reports, meeting minutes, statistical charts and other documents and report often of a highly-sensitive and confidential nature; ensure materials and reports for signature are accurate and complete and in compliance with District standards, policies and procedures. Confer with staff to coordinate preparation of write-ups for Board and Committee meetings.

Researches and compiles data for special reports; collect and assemble data and background materials for a variety of reports, charts, spreadsheets and related documents.

Composes, proofreads and edits a wide variety of documents and correspondence with grammatical accuracy and clear communication of content.
 
Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and use of sound, independent judgment; responds to requests for information and complaints, refers matters to appropriate District staff and/or takes or recommends action to resolve the request or complaint.

Prepares, reviews, edits, and processes a variety of documents, including professional services agreements, letters, purchase orders and requisitions, work confirmations, seminar and conference requests, and personnel related documents. Process documents electronically according to District procedures.

Initiates and maintains a variety of files and records as needed, including confidential materials according to the District's retention schedule.

Makes arrangements for meetings and special events including equipment, room set up and meals.

Makes travel arrangements for the Executive Director and other staff; coordinate and process necessary paperwork.

Arranges, coordinates, and advises the Executive Director  of meetings, trips, and other commitments of time.

Prepares and processes staff expense reports and monthly Cal Card report.

Answers department phone line and assist caller and/or transfer to appropriate party.

Receives and prioritizes the department mail.
 

Complies with District safety work-related practices and attend relevant safety training.

Performs other related duties as assigned

Disaster Service Worker: In accordance with Government Code Section 3100, Irvine Ranch Water District employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly.

If assigned to the Engineering Department, also responsible for the following:
 • Organizes and maintains documents in Engineering Library and Content Manager according to District retention policy.
 • Manages the student intern program, including recruitment, work scheduling and supervision of interns.
 • Assists with capital project bid advertising by finalizing and distributing bid documents, plans and specs. Update project information website.

 • Manages the pool vehicles assigned to the Sand Canyon office.

 • Manages the District-provided snacks/drinks for several Departments at the Sand Canyon Office.
 

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.   A typical way to obtain the required qualifications would be:

Education: High school graduation or equivalent.  Additional college course work related to assigned secretarial or administrative duties is highly desirable.

Experience: Three (3) years of progressively responsible advanced clerical or administrative experience is required. 

A valid Class “C” California Driver’s License 

Knowledge of:

• Modern office equipment and procedures.
• Advanced level of proficiency with MS Office Suite. 
• English usage, spelling, grammar and punctuation.
• Advanced principles and methods of business correspondence and report preparation.
• General operating practices of an executive office.
• Modern supervisory principles and practices.

Ability to:

• Communicate effectively with all levels of office/field employees and management. 
• Represent District in a professional manner when dealing with outside professional and vendors. 
• Use tact, discretion, and diplomacy in dealing with District staff, customers, contractors, vendors, elected officials and others in a highly sensitive and challenging office environment. 
• Explain, demonstrate and clarify to others within well established policies, procedures and standards, as well as the ability to follow specific instructions and respond to simple and difficult requests from others.
• Add, subtract, multiply, divide and calculate percentages. 
• Use good personal judgment and discretion in performing all job functions. Ability to remain calm in crisis and emergency situations. 
• Use discretion when handling and disseminating sensitive information. 

PHYSICAL DEMANDS

Regularly required to sit, walk, bend, stoop and stand. Occasionally required to lift up to 25 lbs. Must be able to sit for extended periods of time while performing tasks at a desk or workstation. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment.   This may involve repetitive hand movements for extended periods. Ability to reach for documents, supplies, or equipment at varying heights (within a standard office environment) and grasp them, including the use of filing cabinets or shelves. This is primarily a sedentary office classification, although standing and walking between work areas may be required. Occasional standing is required, such as when presenting. Some bending or stooping may be necessary to retrieve files or materials from lower shelves or desks. Good vision is necessary for reading documents, working with computer screens, and performing tasks that require fine detail. Ability to hear in a standard office environment for communication, phone calls, and meetings. Frequent verbal communication with team members, clients, and other stakeholders, including both in-person and virtual meetings, requiring clear speech and hearing. Occasional travel may be required to other worksites or conferences for meetings, training, or other work-related activities. The job may require sustained concentration, problem-solving, and decision-making skills. The employee should be able to manage work-related stress in a fast-paced environment.

These physical demands may vary depending on the specific duties and expectations of the position.

ENVIRONMENTAL CONDITIONS

Noise level is generally equivalent to a typical office environment. The office is maintained at a comfortable room temperature. The office is equipped with air conditioning and ventilation systems designed to maintain comfortable indoor air quality. The work area is equipped with adequate artificial lighting, supplemented by natural daylight from windows where available. The employee will work primarily at a desk, using a computer and other office equipment. The office complies with standard safety regulations, including the use of fire exits, first aid kits, and emergency procedures. Employees are expected to adhere to safety guidelines. The office environment is free from significant environmental hazards such as chemicals, heavy machinery, or extreme weather conditions. Occasional visits to construction sites where noise level may be higher than typical office environment.  The ability to work in an environment which may expose employee to hazardous materials and environment.

Salary : $6,672 - $9,961